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Planning a Chapter Event

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A resource for MJ Sorority clients.

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Planning a Chapter Event

  1. 1. PlanninganEvent foryourChapter: AChecklist
  2. 2. Warning:Youcan’thaveyourevent ifyoudon’tfollowthestepslaidout inthispresentation!
  3. 3. EventPlanningTimeline Decide on venue and other details Obtain contracts and review before signing If contract has any insurance language, complete the form on MJ Sorority’s website at least two weeks in advance Ruth at MJ will be in touch with any questions or concerns Have a fun and safe event! REMEMBER, MAKE SURE YOU’RE FOLLOWING YOUR SORORITY’S EVENT PLANNING GUIDELINES! Choose a date – at least 30 days in advance
  4. 4. WhatToDo&When FIRST AND FOREMOST, MAKE SURE YOU’RE FOLLOWING YOUR SORORITY’S EVENT PLANNING GUIDELINES!
  5. 5. EventPlanningTimeline Choose a date – at least 30 days in advance
  6. 6. WeneedaMINIMUMofTWOWEEKSnoticeto processcertificatesofInsuranceand/orhave yourcontractsreviewed.
  7. 7. TwoWeeks PriortoEvent
  8. 8. Howlong?
  9. 9. EventPlanningTimeline Decide on venue and other details
  10. 10. DecideonAVenue
  11. 11. MakeSuretheVenueisInsured Recommended minimum limits (when applicable): General Liability—$1,000,000 Liquor Liability—$1,000,000
  12. 12. MakeSuretheVenueisInsured If hiring security, verify that the security company carries: Workers’ Compensation/Employee Liability—$100,000/$500,000/$100,000
  13. 13. MakeSuretheVenueisInsured If hiring transportation, verify that the transportation company carries: Automobile Liability (for buses) — $1,000,000
  14. 14. EventPlanningTimeline Obtain contracts and review before signing
  15. 15. ReviewContractsfromtheVenue Don’t sign any contracts until you have reviewed thoroughly.
  16. 16. EventPlanningTimeline If contract has any insurance language or someone asks you for a Certificate of Insurance, complete the form on MJ Sorority’s website at least two weeks in advance
  17. 17. CompletetheCertificateofInsuranceForm IF there is insurance language (e.g. requesting a Certificate of Insurance or proof of insurance), complete the Certificate of Insurance Request Form at www.mjsorority.com.
  18. 18. Reasonstocompletetheformatwww.mjsorority.com Ifthecontracthasanyinsurancelanguageorif you’reunsureifthecontracthasinsurance language IfsomeoneisaskingyouforaCertificateof Insurance(AlsoCalled:ProofofInsurance)
  19. 19. Remember In order to ensure that we can process your request as quickly as possible, fill out the form as completely as possible and complete the form two weeks prior to the event.
  20. 20. Mjsorority.com Where to find the Certificate of Insurance Form
  21. 21. Bookmark: https://tinyurl.com/mjsorority
  22. 22. EventPlanningTimeline Ruth at MJ will be in touch with any questions or concerns
  23. 23. WereceivehundredsofCertificateand contractreviewrequestsperweek. Repeatedlycontactingruthwillpush yourrequesttothebackofthequeue.
  24. 24. EventPlanningTimeline Have a fun and safe event!
  25. 25. ToSummarize… Themoreinformationyousendus,Themorequicklyandefficientlywecan helpyou. Repeatrequests(Emails,PhoneCalls,Etc.)willdelayyourrequest. Iffollow upisrequired,emailonly&includeyourorganizationandgreekchapter nameinthesubject. WedonotneedYOURorganization’seventplanningforms. Weneedaminimum oftwoweeksnoticetoprocesscertificatesof insurance. Makesureyoufollowyoursorority’seventplanningguidelines!
  26. 26. Checkoutourwebsiteforfurther resources: www.mjsorority.com

Editor's Notes

  • When reviewing or requesting a Certificate of Insurance from a third-party vendor or a venue when they are providing the alcohol, always ensure that the limits are specified on the Certificate of Insurance. We recommend the following limits, but check with your organization’s policies.
  • 1. Don’t sign any contracts until you have reviewed thoroughly. A contract could be an Agreement, a Waiver of Liability, a Facility Use Agreement or Rules and Regulations. These documents often obligate the insured to legal ramifications
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